What is the difference between the Fact-find layout and
the Database layout?
Many users still prefer to see both partners on one screen. It is
also easier to transpose core information from a hand written fact-find
onto an equivalent layout rather than a detailed database record.
However, for a more detailed entry of client information,
we strongly recommend entering via the Client Database as there is
no limit to the numbers of policies, pensions, properties, mortgages,
investments and children. Remember that you can click between the
partnered clients by using F5 and F6 to select the previous or next
client in the group.
The Client Group Concept
The key concept within the application is that of the “Client
Group”. Each client record is its own self-contained entity.
A Client Group allows the user to create collections of individual
client records into logical groups of clients. For example, there
could be many type of groups such as the following:
- A family group
- Co-workers within a business
- Members of the same
- A social group (e.g. a cricket team)
- An IFA defined
category (e.g. High net worth or post code)
There is no limit to the Client/Group concept. Clients can exist
within any group and a single client record can exist in any number
of Client Groups simultaneously. The number of clients within any
group is also unlimited.
The members within a client group can be added or removed at any
time. This makes dealing with marriages, separations and divorce
a very simple matter.
How do I Start a New Client or Group?
Option A (Where the client fact-find has not yet been started)
Click on the ‘page’ icon at
the top/left of the screen.
Create New Client or Group (or ALT and F then New)
Click on New Group or press ALT and N on the keyboard.
Enter the Group name (you can have more than one the same).
Enter Title, Forename(s) and Surname and click on Store.
To add another client to the click Group Add to Current Group or
you can enter a new Independent Client.
If you tick Select Active Client after Close you will go straight
to the highlighted fact-find when you Close.
Option B (Where the client fact-find already exists)
Click on "Edit" and "Group Management" to create
a "New" group.
Having created the group, double click on
the names in the right-hand table to bring them into the group.
If this is a family group do not tick the "Non-Family" box.
The first client listed will be seen as Life 1 and the second one
deemed to be Life 2.
How do I Print a Blank Fact-Find?
Click on the Reports icon on the Outlook bar
(on the left) and click on the Documents Library tab.
The first time you do this, we recommend that you
tick the default Client Fact Find and the click on Edit which
puts the blank form on screen. You can then ENTER YOUR COMPANY NAME
(and even add you logo if you have one). You name also needs to go
at the bottom of page 1 – or the name of your network if applicable.
Also scroll down to the Declarations Page (page 14) when your name
and or network name also need to be added in several places.
Remember that you are using Microsoft Word,. So
now use Alt
F and Save As to save the amended fact
find as your own fact-find WITH A NEW NAME. If in doubt, it should
be saved in the Simplicity folder which is in CCL
Software area, normally within Program Files on
your C Drive. However, on a network installation, the Simplicity
folder may be in a different location.
Now use Browse to select
the fact-find design you require then tick “Blank Fact-Find” and then click on “Print
All Selected Items”. Alternatively, click on Edit again and
print from Word. Or you can click
To print a Fact-Find with client data, simply select the Group and
Client at the top left of the screen, tick the selected Fact-Find
form, DO NOT tick Blank Fact-Find. Now click on the Magnifying Glass
button below Edit and the fact-Find will be created on the screen.
This can then be printed as a Word document if required.
Remember, all completed
fact-finds and reports are saved automatically in the correspondence
File when you exit from the document.
What is the Client Overview for?
If you want to provide a quick assessment of a client’s financial
planning needs without putting too much detail into the database
record, the Overview allows your client to just enter totals for
Income, Expenditure, Assets, Pension funds, life policies and Debts
and then provide a Synopsis report highlighting the potential shortfall
on protection, pension income, and IHT liability.
The calculation processes are identical to the full Shortfall reports
but are completely separate. Any information available from the client
record will be offered as totals but can be overwritten for illustration
purposes without affecting the underlying data.
When completed, click on the symbol
on the task bar at the top left of the screen to print the one-page
synopsis report from this information.
Are there any compulsory fields on the system?
There are no mandatory fields in the CCL fact-find. However in order
to produce accurate information on financial planning areas certain
information is needed as indicated below.
The minimum information needed to store a record is Name, Known As,
Sex and Date of Birth. The Known As or Salutation is used as the
Client Name for both all Policies and in letters.
It is obviously essential that you enter the earnings of any employed
The system calculates tax based on a tax code if entered or defaults
to the normal age related personal allowances if you do not. K
codes are entered after the numbers, so 200K not K200.
Future Requirements/ Protection Planning – Enter
here any details on employer based life or health cover, as well
as your own or the client’s view on how many years their
income should be maintained in the event of premature death. A
default based on retirement age and the current level of disposable
income is built in.
Future Requirements/ Pension Planning – Set
a preferred age of retirement; whether or not you wish state pension
income to be included in the pension shortfall calculation and
whether or not you are a member of an occupational pension scheme.
How Do I Export Clients?
To move a file from the ‘host’ computer to, say, a laptop,
go to the Synopsis & Notes area and click on File and Export
This is also used to email a fact-find to a client who has the Client
Click on the Group (or Groups by also using the CTRL key) and click
on Export Client(s). You must type in a File
Name and select Temporary
Export then you should select Hard Disk or Email and then click on
If you exported to Hard Disk, the file created is now within the
Simplicity folder and can be attached to an email, put on an external
disk, pen drive ready to import on another computer (e.g. your laptop).
To return a file, Export from the Laptop and Import back to the host
computer, which will update the host computer with any amendments.
While the file is exported, the host computer can still view or
print the client file, but cannot alter the client data.
How Do I Add To a List?
The Simplicity database uses a number of Data Lists in the form of ‘drop-down
menus”. As an example, if you go to Fact-Find, Existing Policies
and click to Add a new item, then Life, the next box shown is Provider.
If you click on the down-arrow to the right, you will now see a list
of all the product providers. If, instead, you type into this box,
N then O, Norwich Union will appear. However if you have an entry
that is not listed, continue to type (e.g. Nottingham Life) and this
will be permanently added to the list when you exit this screen.
These ‘addable lists’ are used
throughout the database. If you see a flashing cursor on clicking
in a list box, it is editable.
How Do I Enter a Unitised Investment?
Click to Add a new item then pick Unitised from the drop-down list.
In the box below, start to enter the name of the Company, and then
do the same with Investment Type, and enter the Account or Policy
Number (if known).
The tab will then jump to Commencement Date, (please take care to
enter the correct date here). Enter the B/O Spread (if known) and
the Current Valuation Date. This can be updated later if not known.
Store the record at this point. If this is
a new company on the system, you will not have any funds listed,
click on Fund Management and re-enter the name of the company at
the top of the page together with the name of the first fund being
entered. Enter the current price of the fund and the date (defaults
to today’s date).
Then click on Add.
If there is more than one fund, continue this process with the other
funds then close this page to return to the investment record.
Click on Show Initial Funds and click on Add New. The available
funds are now shown the current price will be shown when selected
Enter the original units purchased and override
the price with the original price. When you press Store the cost
and quantity areas are shown in grey and are only alterable by going
back to Initial Funds and clicking on "Edit".
If you want to add or withdraw money from the investment you click
on Show Transactions and then Add. Select the fund, enter quantity
of units (enter withdrawals as a minus figure) and enter the price
applicable on the date of the transaction. Click on Store to update
both current value and quantity based on the latest price quoted.
What information is needed on Pensions to produce fund and
income projections at retirement?
The fields for Pension contracts differ depending on the type of
Pension selected and nothing is written in stone. You can vary Growth,
Charges and even Bid/Offer Spread.
Although there are no 'mandatory' fields when entering data, certain
fields are required to obtain projected benefits on Pensions Shortfall.
For instance, we need either a Start Date or a Last Valuation Date
and a Retirement Age.
If contributions are being quoted in percentage terms, they must
be related to an employer and therefore a salary. If it is not possible
to relate the percentage contribution to an income, then show it
in monetary terms.
All pension entered should be CURRENT and not marked as PAID UP
because, even if contributions have ceased, the fund remains invested
and will grow. So as long as you quote the last valuation figure
and the date of the valuation, the system will roll up the value.
See below for how to enter details of a discontinued or closed Final
Click on Shortfall & Liabilities and Pension to assess the future
Here you can alter the Retirement Age at the top of the screen,
change Growth, Charges and Bid/Offer Spread on proposed new pensions.
You can suggest contributions levels to eradicate a shortfall by
clicking on Shortfall at the bottom of the screen or suggest an affordable
contribution by clicking Proposed and entering Single, Annual or
Predictions are shown in figures (Income Required and Shortfall)
and as a Pie Chart and all elements can be altered. E.g. is income
to be Fixed or Escalating, are you Taking a Lump Sum, are contributions
Net or Gross and what is the level of the Widows Pension?
How do I enter details for a closed Final Salary Scheme or when
an employee leaves?
First you need to go to the Client Database and
the Existing Pensions screen. Now highlight the Final Salary scheme
and click on Pension Status and mark it as closed. This will maintain
the record but remove the valuation from the Pension Shortfall
Next select to Add a new Item.
On Type of Pension, click Preserved Benefit and Pension Status is
Now enter the Name of the Scheme (e.g. Shell Oil) and Membership
Number, if known.
Scheme Entry Date is for record purposes only.
On Income Payable Per Annum, if you have not been given the income
by the provider, you will need to calculate this as follows.
Annual Salary at Leaving Date x Years of Service / 60 or 80 (depending
e.g. £22,700 X 11 / 80 = £3,121
and this is the number you enter.
Enter the annual Indexation Rate and Valuation
Date. This is normally the date on the statement from the provider
or the date of leaving the employment. However, if not known, enter
Retirement Age should now be confirmed and the Guaranteed Minimum
Select Taking Lump Sum (Yes or No). This is normally No and will
default to that if not entered.
And finally, enter the Early Retirement Penalty percentage if known.
How is the Final Salary
Across the top of the Pensions Shortfall Analysis, you will see Current
Income (from the Employment Details screen), Indexed at xx% (from
the Income & Expenditure / Current Income screen), Retirement
Age (variable here), the calculated Final Salary using these figures,
the Percentage of Income Required at Retirement (from the Income & Expenditure
/ Expenditure at Retirements screen) and the calculated Target Income
How do I Print a Report?
Click on the Reports icon and then
select the Client Summary tab.
on the pages required or Select All and then the
magnifying glass button
to see a Client Report produced on-screen ready for printing in Word.
Reports can be edited on-screen, printed
and will be automatically filed in the client’s correspondence
folder on exiting.
Your system also includes a range of suitability paragraphs that
can be added to a report or used to create a letter using Insert then File.
You can edit or add to these paragraphs as you wish, using Word.
How do I operate the Search and Mail-Merge
The Search dialogue allows you to specify up to 10 individual Search
Fields that will allow the very finest of control over the results
returned. The results of each search can be Printed, Mail Merged
to letters or emailed. Furthermore, Search patterns can be saved,
using the Disk icon on the bottom left, for later recall.
Each Search Parameter is a combination of:
A Search Field The area
of data are you are searching.
An Operator The
range of criteria to be matched to client data.
criteria that the client data must match.
Up to 10 Search Parameters may be specified, although you will usually
use no more than 2 or 3 at any one time. You ban use the X button
on the left of the Search Parameter to quickly clear the whole parameter.
There is a number of options from Range (e.g. 30
to 50), > (Greater Than), = (Equal
to) or any combination (e.g. =>).
If the Range operator has been chosen, you will
have a From and To or enter a single
value in the First Operand column for the remainder. If the filed
is Policy Provider, then select = as the Operator
and then use the drop-down to select the provider to be searched.
The ‘Operand Help’ area at the top of the screen will
give help on the values expected in the Operand columns.
The Search Result list now shown is a list of each client that matched
the criteria specified in the Search Parameters. You have the option
of selecting and excluding any individual client from this list.
The results list can be printed using the Print toolbar button.
You can also select any number of client records and use the Email
button to send each selected client an email. The email addresses
will be placed in the BCC (Blank Carbon Copy) field of the Outlook
email message so that each recipient will not be able to see the
addresses of the other email recipients.
Open & Store
The Store button can be used to save the Search
Parameters and the Search Results for a particular search operation
or use Open to recall previously stored parameters.
This uses Microsoft Word to perform a mail merge operation of all
listed clients. After the Mail Merge button has been pressed a
document will be created in Microsoft Word that has two fields
from the Simplicity database inserted into it which are NameAndAddress and Salutation. Today’s
Date is entered automatically but can be edited. Fields
can be move within the document as you wish to fit your letterhead
Then you can either create the document by typing it, or you can
use the Insert / File option to insert pre-written letters or Insert
/ Picture to insert graphics. Once the document is ready to print
you have two options.
to New Document or Merge
The Merge to New Document function will display each letter
as it will be printed for each client. This allows you to check formatting.
The whole batch of letters can now be printed using the Print function
The Merge to Printer option will skip
on screen’ option and send the finished documents directly to the printer.
Search Options - Families or Individuals
These two options relate to the Mail Merge option. E.g. You have a client group
named Jones and you perform a search and both Mr David Jones and Mrs Mary
Jones match the search criteria. In the Results List you’ll be able
to see both clients listed, but when you Mail Merge, if you select “Mail
Merge Families” you will send just one letter to Mr & Mrs Jones
whereas “Mail Merge Individuals” sends two letters - one to David
and one to Mary.
How do I incorporate Suitability Paragraphs into Letter and Reports?
There are two ‘Folders’ installed inside your Simplicity directory
called Explanations and Recommendations containing
Word documents that you can edit, add to or amend as you wish and then append
to your Client Reports produced within Simplicity or
For ease of use, you may wish to copy these folders into another directory
to suit the way your system is set up. To check which is the default directory,
you should do the following.
Load your Microsoft Word program.
Click on Tools and then Options
Select File Locations and check the folder against the item marked “Documents”.
You can either put the Explanations and Recommendations folders in this location
Modify the file location to the folder name where the folders are currently
To add any paragraph to a report, having created the document on screen, simply
place the cursor where the paragraph is to go and, if using the keyboard, press
the following keys.
Press ALT and I (together)
Then press L
Then click on the folder
Then double click on the paragraph
Alternatively, if using a mouse -
Click on Insert
Then click on Files
Then click on the folder
Then double click on the paragraph
Please note that these are all functions of Microsoft Word and are not part
How do I use the Calculators?
A simple but effective way of dealing with requirements like paying off a mortgage
early or assessing the savings by increasing repayments.
Select the Mortgage Calculator.
Then click on Amortisation and scroll down to see how much
interest is paid.
Increase the Monthly Payment and then delete the Fixed
Term and exit the box to see the system re-calculate the term.
Click on Amortisation and scroll down to see how much interest
has now been saved.
You can also enter a new Fixed Term (e.g. 72 months) and
delete the Monthly Payment. If you now exit that box, the
new repayment will be calculated.
You could also add the outstanding credit card debts to the Balance
Outstanding and then delete the Monthly Payment to
allow the system to re-calculate and see how consolidation would affect the
overall interest costs.
NOTE – None of the above changes the original record – we
are just playing with numbers.
There are also calculators for Taxation, Debts and Investments.